Circulation & Checkout Policies

This policy defines the privileges and responsibilities of persons who borrow materials from the Libraries at the University of Texas at Dallas. These policies are continually reviewed and revised by appropriate UT-Dallas administrators to reflect current library operations.

Eligibility and Identification

The checkout period varies by affiliation, collection within the library, and patron status (undergraduate, graduate, faculty). The following is a list of eligible borrowers with the appropriate checkout periods for the general circulating collection.
Borrowers Checkout Period Maximum Items
UT-Dallas Faculty and Lecturers Semester 300
UT-Dallas Doctoral and Masters Students, and Library Professionals Semester 150
UT-Dallas Undergraduates and Staff 21 days 50
McDermott Library Friends * 21 days 5
UT-Dallas Retirees 21 days 5
TexShare Graduates & Undergraduates 21 days 5
TexShare Faculty and Staff 21 days 5
TexShare Public 21 days 5
Visiting Scholar (UTD sponsor required) 21 days 5

* Please also check our Library Checkout policies for visitors
To borrow most materials, eligible users must present their own valid UT-Dallas identification card or TexShare card. For students not enrolled during a semester, borrowing privileges are granted by submitting a University Access Authorization form following the form's instructions. Public borrowers must be at least 18 years of age and present a valid Texas driver's license or Texas identification card in addition to their TexShare card.

Borrower Responsibilities

Borrowers are responsible for any materials checked out on their library cards. Borrowers are responsible for returning materials by the due date and time. Circulation staff will issue a return receipt upon request. Borrowers are responsible for providing a current local mailing address, email address, and telephone number in order to receive timely information from the UT-Dallas Libraries. Library users are also responsible for notifying the UT-Dallas Libraries when their UT-Dallas ID or TexShare card has been lost or stolen. Patrons are responsible for all library material charged to their account until they notify the Library staff of a lost card.


A valid user may be prevented from borrowing materials for the following reasons:
  • Exceeding the limit for outstanding fines and/or fees (see Fines below)
  • Exceeding the limit for the number of books checked out (see Limits on the number of items below)
  • Exceeding the limit of overdue items (see Fines below)
  • Ignoring an overdue recall
  • Abusing TexShare privileges
  • Writing a bad check or using a fraudulent credit card

Confidentiality of Records

In accordance with the Attorney General of Texas Open Record Decision No. 100, the UT-Dallas Libraries will not release any information about a borrower including name, UTD ID, or any checkout information.


Borrowers may renew materials at the Circulation Desk through the self-checkout system, or through the online catalog. In addition, borrowers may call the McDermott Library Circulation Desk at (972)-883-2953 and have their materials renewed. There are limits on the number of renewals based on your borrower level (faculty, adjunct faculty, UTD students, etc.) The item will not be renewed if it has been recalled for another borrower(see Exceptions above). Student privileges are based on semester enrollment and material cannot be renewed if your borrowing privileges have expired. If the borrower does not have a valid borrower's card, material cannot be renewed.


A RECALL allows a patron to request materials that are checked out. A user may submit a recall request through the online catalog. The current borrower has use of most circulating/non-Reserve material for a minimum of 21 days. Checkout periods for faculty, doctoral candidates and lecturers will be shortened by the Library in the case of a recall. The initial borrower will be notified by email or mail of the change in your due date (the Library uses the latest information from UTD Records Department). An item can be recalled from the initial borrower after they have had it for 21 days. When the item is returned, the requestor is notified and the item is held at the Circulation Desk for 7 days. UT-Dallas Libraries staff may ask a borrower to return material for use in course reserves. If the item is not returned by the new due date, recall fines will go into immediate effect.


If any material is missing from the shelves, library staff will search for an item upon request at the Circulation Desk. The requestor will be notified of the search results. If located, the material is held at the Circulation Desk for 7 days.

Due Dates

Patrons who checkout items from the UT-Dallas Libraries receive a slip that indicates when the materials are due back in the library. The slip is given to the borrower at the time of checkout. The slip provides the following information:
  • identification number of the item
  • due date
  • title and author of the material
Material must be returned by closing time on the due date to avoid a fine. Reserve material must be returned on time to the desk where they were checked out to avoid a fine. All Interlibrary Loan materials must be returned by closing time on the due date to avoid a fine. Library privileges may be suspended or a registration block will be initiated for borrowers who fail to abide by this policy.

Length of Checkout

Depending upon the frequency of use, the type of patron (UTD faculty, student, courtesy card user, etc.), and the type of material, the policy concerning the circulation of the material varies by location.
McDermott Library Location Length of Checkout
Main Stacks Minimum 21 days
Periodicals, Microforms, Reference, Law Library Use Only
Government Documents (except as designated) Minimum 21 days
Computer Passwords for: CD, FD, Community User and Digital Microfilms workstations 60 minutes
Laptops and Accessories 6 hours
Study Rooms 2 hours *
Road Maps Minimum 21 days
UTD dissertations In Library use only
UTD Master theses In Library use for 4 hours only
Compact Disks (CDs, FDs) Varies
Videorecordings, audio CDs, DVDs 7 days
Digital Cameras 7 days
Calculators 7 days
Special Collections see Special Collections Policies and Procedures
Reserve (hourly reserves cannot leave the library) Minimum 2 hour, 1 day, 3 day, 7 day
Media Reserve (cannot leave the library) 4 hours
Wall maps Semester loan- faculty only
Interlibrary Loan items Period set by lending library
      * Hold reservations can be made the same day of checkout at the Circulation Desk.
         Available for reservation by students ONLY.

Callier Center Library Location Length of Checkout
Main Stacks Minimum 21 days
Periodicals, Reference 1 day
Reference Item 1 hour
Compact Disks (CDs) Varies
Videorecordings and audio cassettes 7 days
Reserve Minimum 2 hour, 1 day, 3 day, 7 day
Interlibrary Loan items Period set by lending library
Assessment Tests Restricted to UTD affiliates - 7 Days; with a single 7-day renewal
Out of Date Assessment Tests 7 days; with a 7-day renewal

Overdue Notifications

Material is due on the date printed on the "Date due slip". If material has been recalled by a patron, an email is sent to the patron with the item title stating the new due date. The material must be returned by the new due date.
The library is not responsible for notifying borrowers that materials are overdue, but the Library sends a notice as a COURTESY. The library is NOT responsible for late or non-delivery of notices. Please advise the Library of a change in your email, address, or telephone number to avoid not receiving notifications about your account.


Late Return of Reserves

Checkout Type Fine Rate Maximum Fine
2 Hour $.10/minute $50.00+ processing and replacement costs
1 day, 3 Day, 7 Day, Callier tests $10.00/day $50.00+ processing and replacement costs

Late Return of All Other Materials

Item Type Fines Maximum Fine
Main Stacks Items* $0.50/day $30
Interlibrary Loan Materials $0.50/day $30
Reserves $0.10/minute $50
Digital Cameras and
$1/day (first 21 days)
$25 processing + $21 late fee + replacement fee (21st day)
$21 (for first
21 days late)
Computer Passwords for: CD, FD, Community User and Digital Microfilms workstations $0.10/minute $50
Laptops $0.10/minute $50
Study Rooms $0.10/minute $50

*Note: if an item is recalled, the fine becomes $1.00 per day. The maximum fine is $50.00 plus processing and replacement costs. Recall fines are in addition to regular fines. This policy applies to ALL borrowers. Faculty members incur no fines if item is not recalled.

Processing and Replacement Costs

PROCESSING FEES: In addition to the fine, if the material is declared lost, a non-refundable processing fee of $25/item and a replacement cost are assessed 60 days after the due date. The processing fee represents the cost of acquiring and cataloging a replacement.
REPLACEMENT COST: The replacement cost reflects current retail value for material. If the item is no longer available in print, the Library will assess a replacement cost of $85 or the exact cost if known for a book, $300 for a compact disk and Callier Tests, and $2500 for a laptop. An exact copy, purchased by the borrower, may be accepted as a replacement. The library reserves the right to determine whether the replacement is acceptable. The replacement cost may be refunded if a lost item is returned before the item is replaced. A borrower is assessed replacement fees when materials are returned irreparably damaged.

Proxy Patrons

A faculty member may appoint students or staff members as a proxy patron to check out materials on the Faculty member's account. Proxy patrons must be UTD students or staff with a valid current UTD ID (Comet Card). A letter or email from faculty members wishing to add a proxy to their account must be given to the Assistant Head of Circulation Paula Perkins. Phone call requests are not acceptable. The letter should identify the name of the patron to be added as a proxy and the semester for which they are to be a proxy.

Suspension of Privileges

Library privileges may be suspended for borrowers who fail to abide by the provisions of this policy or who have unpaid library charges. The Library will block a borrower's UTD course registration for any library account that includes unpaid charges totaling over $50 resulting from the non-return of lost materials including interlibrary loan materials. The Library will block the issuance of transcripts for any library account having over $25 in unpaid library fines. Library privileges may be suspended for borrowers who fail to abide by the provisions of this policy or who have unpaid library charges.


Initial inquiries concerning a fine or the suspension of privileges should be made at the Circulation Desk. Unresolved issues can be appealed to the Dean of the Libraries.